Setting up a shared calendar for your team doesn't have to be complicated. Whether you're coordinating a small project group or an entire department, this guide will walk you through the process step-by-step and help you choose the right tool for your needs.
The Fastest Way: Create a Team Calendar in Under 60 Seconds
If you want to skip the complexity and get your team sharing a calendar immediately, here's the quickest method using BCalendar:
Quick Start with BCalendar
Create Your Calendar
Click the button below - your calendar is instantly created. No signup or account needed.
Share the Link
Copy the calendar link and send it to your team via email, Slack, or any messaging app.
Start Collaborating
Everyone can now view and add events. Changes sync in real-time for all team members.
Choosing the Right Tool for Your Team
Different teams have different needs. Here's how to choose the best shared calendar tool based on your situation:
BCalendar
Easiest SetupBest for: Teams that need to start immediately without any barriers
How to Set Up:
- Go to BCalendar.com and click "Create Calendar"
- Add names for your team members
- Share the unique calendar link with your team
- Done! Everyone can start adding events
Google Calendar
Best for: Teams already using Google Workspace
How to Set Up:
- Open Google Calendar and click the "+" next to "Other calendars"
- Select "Create new calendar" and give it a name
- Go to calendar settings and find "Share with specific people"
- Add each team member's email address
- Set permissions (view only or edit access)
- Team members accept the calendar invitation
Microsoft Outlook
Best for: Corporate teams using Microsoft 365
How to Set Up:
- In Outlook, go to Calendar view
- Right-click "My Calendars" and select "New Calendar"
- Name your team calendar
- Right-click the calendar and select "Sharing and Permissions"
- Add team members by email
- Choose permission levels for each person
- Team members accept via email invitation
Apple Calendar
Best for: Teams where everyone uses Apple devices
How to Set Up:
- Open Calendar app on Mac or iOS
- Go to File → New Calendar (or tap "Calendars" on iOS)
- Name your team calendar
- Right-click (or long-press) and select "Share Calendar"
- Add team members via their Apple ID email
- Team members accept the invitation
Step-by-Step Comparison
| Step | BCalendar | Google Calendar | Outlook |
|---|---|---|---|
| Create calendar | 1 click | 4 clicks | 5 clicks |
| Add team members | Type names | Enter emails + set permissions | Enter emails + set permissions |
| Share with team | Send a link | Send invitations | Send invitations |
| Team member action needed | Click link | Accept invitation + sign in | Accept invitation + sign in |
| Time to first event | ~30 seconds | ~5 minutes | ~5 minutes |
| Accounts required | None | Google account for all | Microsoft account for all |
Common Questions When Setting Up Team Calendars
What if some team members don't have the same email/account type?
This is where traditional calendar tools struggle. If your team uses a mix of Google, Microsoft, and Apple accounts, getting everyone on the same calendar becomes complicated. BCalendar solves this by not requiring any accounts at all - just share a link and everyone's in.
Can everyone add events, or just view them?
This depends on the tool and permissions you set:
- BCalendar: Everyone can add and edit events by default
- Google Calendar: You choose per person - "See all event details," "Make changes to events," etc.
- Outlook: Multiple permission levels from "Can view" to "Can edit"
How do I know who added which event?
BCalendar uses color-coding - each team member gets their own color, so you can instantly see who scheduled what. Google Calendar and Outlook show the creator's name in event details, but it's less visual.
What if team members are in different time zones?
Most modern calendar tools handle time zones automatically. When you create an event, it's stored with timezone information and displayed in each viewer's local time. Just make sure your calendar app knows your correct timezone in settings.
Can I integrate the shared calendar with other tools?
Google Calendar and Outlook offer extensive integrations with project management tools, video conferencing, and more. BCalendar focuses on simplicity but works great alongside other tools - just paste the calendar link wherever your team communicates.
Tips for Team Calendar Success
Use Color Coding
Assign colors to different event types (meetings, deadlines, time-off) or team members for quick visual scanning.
Clear Event Names
Use descriptive titles like "Marketing Sync - Q1 Campaign" instead of vague names like "Meeting."
Include Time Buffers
Leave gaps between meetings. Back-to-back scheduling leads to burnout and late arrivals.
Keep It Updated
A shared calendar only works if everyone maintains it. Make updating the calendar part of your team culture.
Our Recommendation
For most teams, especially those with members using different platforms or those who want to avoid the friction of account creation, BCalendar offers the fastest path to a working shared calendar. You can literally have your entire team collaborating on a shared calendar within a minute.
If your organization is already standardized on Google Workspace or Microsoft 365 and everyone has accounts, those native tools integrate well with email and video conferencing. But if you have even one team member who'd need to create an account, consider whether that friction is worth it.